The Homeowner’s Association again is a corporation and therefore a governing body that is required to oversee its business. The Board of Directors is elected by the homeowners, or as otherwise specified in the bylaws. The limitation and restrictions of the powers of the Board of Directors is outlined in the Association governing documents found within the Administrative page of this site. Back to FAQ List
Most associations have developed Rules and Regulations as provided for in the CC&R’s and adopted by the Board of Directors. Rules are established to provide direction to the homeowners for common courtesies with regard to parking, vehicles, etc. In addition, your Association will adopt Architectural Guidelines with procedures for submitting requests to make exterior changes to your home. Such changes may include patio covers, decks, landscaping, exterior color changes or extensive interior changes and additions. These rules and guidelines are set up to maintain the aesthetic value and integrity of the community on behalf of all owners, and hopefully protect the market value of your investment as well. Violations of these rules may result in action by the Board of Directors and a fine. In addition, if you proceed with an exterior improvement or change, without written approval of the Board of Directors, or Architectural Committee, as applicable, you will be required to remove or correct the alteration and/or be fined for the violation. Back to FAQ List
If residents cannot resolve a situation between themselves, then turn to your Association. Should you have a situation that does not appear to be resolved through neighborly means, and you are willing to actively participate in the enforcement provided by the Policies and Guidelines, you may complete a Covenant Violation form online. The Violation form may be acquired at the office. If the situation is deemed in violation of the Policies and Guidelines, the Board of Directors will institute the enforcement policy. Your continued assistance may be required. Back to FAQ List
Yes. Notice of the time and place of any regular board meeting will be noted in the Announcements section of this site, and will be updated monthly no less than 2 weeks prior to the meeting and no more than 45 days before the scheduled meeting. The meetings are usually held in on the second Tuesday of each month. Back to FAQ List
The maintenance and management services incurred by the Association are dependent upon timely receipt of the assessments due from each homeowner. If payments are late you will incur a monthly late fee of 10% of your annual dues. The CC&R’s allows the Association to charge late charges and interest and proceed with a lien on your property, or foreclosure proceeding for nonpayment of assessments. Back to FAQ List
Welcome / Introductions – Meeting was called to order by Patrick Kimes at 7:00 pm.
Present at meeting: Patrick, Steve, Robert, Matt, Kendall, Jessica
Review and approve November Minutes – The minutes from November were approved.
– Matt Byerly: The financial documents were emailed to the board members and will be approved by email.
SPHOA has a balance of about $43,000 and an accounts receivable balance of $24,817.93
– Handling Past dues / liens: The accountants will provide a list of past due accounts. The board will contact the lawyer (Jeff Burns) to update the liens and demand letters will be mailed.
– Accountants relocating to North Carolina: everything is set for the accountants to operate remotely. Matt will email the accountants to get the statements ready to be mailed.
– Winter Newsletter: The cost is about $350 to send out. The newsletter will notate that “Annual dues are not increasing” Updates to the newsletter will be sent out to the board for approval. The goal is to mail out the newsletter and statements before January 1, 2012.
– Using sponsors: This is a good idea. Patrick will contact homeowner about inquiry and Stan Stevenson.
– Web Cam and using Skype: Robert will purchase web cam and set up.
We should start using firstname.lastname@example.org and email@example.com as the primary emails. The website and newsletter should be updated.
– Kid Pool or Splash pad (received estimates): Patrick will solicit bids from Sunshine Pools, Clear water Pools, and Aggieland pools. We will ask for financing terms. Matt will check with Brazos Valley Bank about a small loan. The board has agreed on a total price point around $25,000.
Social Committee: No updates
Neighborhood news / updates: No updates
Code Violations: No commercial ventures will be allowed at the club house. A section will be added to Club house reservation.
Action Item List
– Door replacement bid: No new information. Waiting on bid from Robert Muller
– New back door bid
– New brick mail box bid
– Volleyball Net (how should we replace?): Stan Stevenson will remove the posts. A new volleyball net and posts will be obtained to replace the broken volley ball set.
– Renew Contracts for Pool Service and Lawn Care Service: The SPHOA board approved to renew the contracts for 1 year with a unanimous vote.
Budget for 2012: Matt will send out the budget to the board members by email. This will be a working document until all of the project estimates have been approved.
Open Discussion / Concerns
Presentation of ByLaw Amendments: Please see attached changes.
Faucet running outside of clubhouse: The faucet is off now. Robert will update of any necessary changes.
Fixing pool chairs: George Lee will have several of the pool chairs fixed for a standard hourly rate.
Hanging office blinds: Robert will hang the blinds over the Christmas break.
Missing Minutes: Robert will look for the February minutes and update the board on any other needed minutes. The minutes will be updated on the SPHOA website.
Big Event Ideas: Clean up the playground area by putting all rocks back into the playground.